Events and Payments - Options

From Staff Kiosk Events > Events and Payments, select 'Options' from the hamburger menu in the 'Action' column to manage the event options or other activities associated with this event. You can add multiple options.

Cost and sell price may be applied against options.

Parents can elect to 'purchase' options when they accept for their student's participation to an event online, through Parent Lounge.

You can add option labels, sort the options hierarchy, and enable parent comments only when creating or editing an event.

An example could be the annual Ski Trip, where options could be:

Ski and boot hire.
Snowboard hire.
Toboggan hire.

Event and Payments Options Grid

Click ‘Display All’ to show both active and inactive options in the Options Grid. Click ‘Display Active’ to show only active options.

Grid Column	Description
Option #	A number assigned by the system to identify this option.
Description	The description of the option.
Cost	The cost of the option.
Amount Paid	This read-only field displays the total amount paid to date for this option for this event.
Number Accepted	A system maintained field that indicates the number of students that have elected to take this option for this event.
Active	‘Y' indicates that the option is active, 'N’ indicates that it is inactive.
Action	Click the ‘Edit’ icon to modify an option.

Adding and Editing Options

Click ‘+New’ to add a new option.

Click the ‘Edit’ icon to modify an existing option.

Fields that require further explanation

Description

The description entered here for this option will be displayed in Parent Lounge Accounts & Payments > Events and Payments when the 'Active' checkbox is selected below.

Unit Sell Price

The ‘Unit Sell Price’ section has three boxes.

The amounts in each box update automatically when lines are added to the Sell Price Grid.

Nett — The price (excluding GST) for a student to participate in the event.
Tax — The GST component (if any) of the event cost.
Total — A system-generated field (Nett + Tax).

The Unit Sell Price cannot be changed after students have been invited.

Sell Price Grid

The Sell Price Grid displays multiple General Ledger Detail Lines to detail the cost and pricing of an event option.

Grid Column	Description
GL Account	The General Ledger (GL) Account Code for this line item.
GL Description	The description of the General Ledger Account Code.
Description	The Description of the line item.
Tax Code	The Tax Code for the line item.
Gross Amount	The Gross Amount for the line item.
Tax Amount	The Tax Amount for the line item.
Nett Amount	The Nett Amount for the line item.
Action	Click ‘Edit’ to open the ‘Option Sell Price Line Item Entry’ screen for the line item. Modify the entry and click ‘Save’ to update. Click ‘Delete’ to delete the line item. These links will not be displayed when Payments and Pending Payments exist for the Event.

Select '+ Add' to enter a new General Ledger Detail Line for an event.

Fields that require further explanation
GL Account	Select the General Ledger account code for this line item. The General Ledger accounts in the dropdown list depend on the ‘Responsibility Levels’ in TASS.web Finance > General Ledger > Account & Journal Info > Accounts on the 'Responsibility’ tab. When a user lacks responsibility for GL accounts, this field will be greyed out and uneditable. An alert icon will appear if the event's period and year are not open in the GL or if the account is closed for the selected start date.
Description	Enter a description for the line item.
Gross Amount	Enter the Gross Amount for the line item.
Tax Code	Select the Tax Code for the line item.
Tax Amount	The system will automatically calculate the Tax Amount in this field once you enter the Gross Amount and select a Tax Code. The tax amount will be rounded to the nearest cent. After the system populates the tax amount, you can override its value if required.
Nett Amount	The system will automatically calculate the Nett Amount based on the Gross Amount and Tax Amount entered above.

Click ‘Save’ to add the new line item entry into the Sell Price Grid.

URL Link

Allows you to enter a website address or link to further information about this option for this event. The link that is added here becomes visible to parents in Parent Lounge when they click on the '@' symbol in the 'Other Details' column.

An example of this would be a link to a page on your website where the option for this event is explained or advertised in detail.

Attachment

The Attachments field allows you to attach documents to this option for this event, which becomes visible to parents in Parent Lounge when they click on the 'paperclip' icon in the 'Details' column. An example of this would be a PDF document explaining or advertising this event's option.

Parent Lounge Info

In Parent Lounge, click the ‘paperclip’ icon to display a list of attachments, then click the attachment name to download or open in a new tab.

Click '+ Choose' to select one or multiple files to attach. Alternatively, drag and drop files into the Attachment field.

Active

Select this checkbox to indicate that the option is active and will be visible to parents in Parent Lounge Accounts & Payments > Events and Payments and Staff Kiosk Events > Events and Payments.

Mandatory

Select this checkbox to indicate that an option is mandatory. A red asterisk will appear next to the option, and users cannot ‘Save’ or ‘Proceed to Payment’ until they select an option.

Amount Paid

This read-only field displays the total amount paid to date for this option for this event.

Number Accepted

A system maintained field that indicates the number of students that have elected to take this option for this event.

Click ‘Submit New’ to create a new option.

Click ‘Submit Change’ when updating an existing option.

Related Resources

Can you review Event and Option Comments in bulk?